Completing a Travel Expense Voucher (TEV)

See some of the key requirements to meet when completing a Travel Expense Voucher (TEV) and how toavoid the most common errors resulting in return of TEVs for correction.

In the right place? To report travel expenses online, use MyTravel rather than a Travel Expense Voucher (TEV).

Update: Try the new Travel Expense Form (TEF), which will eventually replace the TEV. See Completing a Travel Expense Form (TEF).

Background

After you have completed an official UCSD business trip, report travel expenses online using MyTravel, or if your travel situation is outside the scope of MyTravel, follow the guidelines below to complete a paper TEV:

• Obtain the required signatures, including:
  • The authorizing signature at the department level
  • The traveler's signature
• If the traveler is unavailable to sign, follow the guidelines below for consideration as an exception to policy:
  1. In the Remarks section (box 16), indicate your request for an exception to policy and state the reason the traveler could not sign the TEV.
  2. Have the person who provided the authorizing signature also sign in lieu of the traveler.

Instructions

See how to complete a TEV for:

• Domestic short-term travel (29 days or fewer)
• Domestic long-term travel (30 days or more)
• Move/ transfers

Corrections

If a TEV isn't completed correctly, it will be returned to you for correction. To prevent the resulting delay in processing, ask the following questions before you submit the TEV:

• Does the TEV have both the authorizing and the traveler signatures?
• Are expenses for meals claimed correctly? Make sure that expenses for meals and incidentals (M&IE) are NOT claimed as per diem for travel that is not eligible for per diem, such as travel in the continental U.S. of 29 days or fewer.
  Note: M&IE may be claimed for only the actual amount up to the maximum.
• Do the prepayments match what has been processed? Make sure that all prepaid expenses and/ or cash advances, as listed in the View Event Summary screen in TravelLink, are included on the TEV.
• Are the required receipts attached to the TEV? Make sure original receipts are included for:
  • Airfare
    Note: An itinerary is only acceptable in lieu of receipt if an electronic ticket was used and remarks on the TEV indicates this along with form of payment used.
  • Lodging
  • Car rental
  • Registration
  Note: UC travel policy does not require receipts for meals or incidentals, or for ground transportation such as taxi/ shuttle if the expense is under $75.
• Is supplemental insurance claimed for car rental? Expenses for Collision Damage Waiver (CDW) and Supplemental Liability Insurance (SLI) are generally NOT reimbursable. Waivers for CDW and SLI are provided to UCSD employees through University agreements with rental agencies and CDW is provided through use of the UCSD Travel Card.

  For more information, see:

  • Rental car coverage
  • Car rental agencies with University agreements
  • Exceptions for reimbursement request of SLI and/ or CDW

Notice: UCSD travel policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD travel policy is UC Travel Policy and Regulations.

Travel

Reporting Expenses

• Mileage Reimbursement
• Travel Expense Form (TEF)
• Travel Expense Voucher (TEV)
  • Complete a TEV for Domestic Short-Term Travel
  • Complete a TEV for Domestic Long-Term Travel
• MyTravel
• MyMeetings and Hosted Events